# Incident Management This feature is only available for organisations on the [Quality Management System plan](Getting%20Started%20with%20your%20Quality%20Management%20System%20(QMS).md). Incident Report allows you to submit, track, view, and manage all incident reports within your Organisation on Comm.care. # Create Incident If you’re already subscribed to the QMS Plan, you will see the sub-tab ‘Incident’ on your Organisation page. So to get started, go to **Organisation > Incident > Add Incident > NDIS Incident Report*** *By default, we have already created the template **NDIS Incident Report** for you. You can edit the template or create a new one by going to Organisation > Templates. For more detailed instructions on Templates, please visit [Ensure uniformity across documents with Templates](Ensure%20uniformity%20across%20documents%20with%20Templates.md).  Then, on the Incident modal, you can fill in the information as you would do on a traditional paper form. ### General Information  - **Category:** Select a category for the incident. By default, the system selects ‘To Be Determined’ - **Status:** Select a status for the incident. If you’re creating a new incident, the default status will be ‘Submitted’. - **Date Received:** Pick a date to submit the incident. You can leave this field empty. - **Date Closed:** Pick a date when the incident is closed. By default, the value of this is None. - **Participant Name:** Enter the name of the participant to whom this incident is related. You can leave this field empty. - **Related Circle:** Select a circle to which this this incident is related. You can leave this field empty if not applicable. - **Private Mode:** Toggle on this option if you want to hide the risk on the related circle’s timeline. This functionality will be available soon. - **Related Staff:** Select a staff within your organisation that this this risk is related to. You can leave this field empty if not applicable. - **Description of Incident:** Enter a description of the incident. This will then allow you to look for the incident from the incident list. - **Impact/Injury to Subject:** Enter the impacts or injuries sustained by the person involved in the incident. - **Immediate Action Taken:** Enter the immediate action taken to ensure the health, safety, and wellbeing of the person. - **Notifications Required to Whom:** Enter the name of the person who should be notified of this incident. - **Family, carer, guardian notified:** Enter the name of the family members who should be notified of this incident. ### Reportable incident to the NDIS Commission?  - **Reportable:** By default, we check Yes. This means the incident is reportable to the NDIS. - **Type of reportable incident to NDIS Commission:** Select a type of the incident to report to the NDIS Commission. - **Referred to Authorised Reportable Incidents Notifier/Approver**: Check on an option that’s suitable. - **Date Advised:** Pick a date that the incident is advised. By default, the value of this is None. ### **Investigation**  This section will be entered after the incident is submitted. - **Investigation Undertaken into possible causes:** By default, we check Yes. This means investigation will be undertaken. - **Investigation Record of What Happened:** Enter the investigation record of the incident. - **Investigation Findings:** Enter the investigation record of the incident. - **Outcome / Action following to mitigate further incidents:** Enter the list of actions identified to prevent future incidents. - **Investigation Actions Completed:** Select if the investigation action completed or not. - **Investigation Action Date Completed:** Pick a date that the investigation action is completed. By default, the value of this is None. ### **Feedback**  This section will be entered after the investigation process is completed. - **Participant feedback on the incident handling process:** Check on an option that’s suitable. - **Participant Feedback Comments:** Enter the feedback from the participant on the incident handling process. - **Improvement to Process. Actions Required?:** Enter the list of required actions for process improvement. - **Process improvement Implemented:** Check on an option that’s suitable. - **Process Improvement Strategies completed (Date):** Pick a date that the process improvement strategy is completed. By default, the value of this is None. - Links to relevant information: Enter the link(s) to relevant information. You can also upload files onto an Incident report as attachments. # Track and Manage Incident Reports When you go to **Organisation > Incident,** you will see all submitted incident reports, organised in three tabs: - Dashboard - Track - Report ## Dashboard  This tab provides a visual overview of all submitted incidents through two pie charts (By Status and By Categories) and a stacked bar chart that combines both Status and Category. These charts offer a clear snapshot of incident report distribution, helping you easily track, analyse, and manage submissions across different statuses and categories. ## Track This tab displays all submitted incident reports in a table format. By default, the incidents are sorted by number in descending order, ensuring the newest submissions appear at the top for quick access. To view a specific incident report, simply click on its corresponding number or the short description of what happened to open the incident report.  ## Report This tab features a table summarising the number of incident reports by Status and Category. It provides a clear overview of the total incident reports being tracked, enabling you to quickly identify and address any necessary actions.  ## The filters On the right, you can use the filters to quickly search for the incident reports. For the master filters, there are: - **Register (default):** This will show all reports. - **Investigation Report:** This will select the option ‘Yes’ of the filter ‘Investigation Undertaken into possible causes’. - **Continuous Improvement Report:** This will select the option ‘Yes’ of the filter ‘Process Improvement Implemented’. For other filters, you have: - **Categories** - **Incident Status** - **Templates** - **Process Improvement Strategies completed date** - **Circles** - **Related Staff**  # Snapshot At the bottom of the filter panel on the right, you’ll find the Snapshot button. This feature lets you capture a snapshot of the incident list at any moment, based on the applied filters. A PDF file containing the current view, along with your organisation name and the date, will be downloaded. This tool is invaluable for streamlining your auditing process.  # Who gets to see the Incident Report? Take a look at the access level for each organisation role to Incident Report: | | | | | | |---|---|---|---|---| ||**Manager**|**Office Staff**|**Service Provider**|**Auditor & Compliance**| |Create|Yes|Yes|Yes|Yes| |Read|Yes|Yes*|Yes*|Yes| |Update|Yes|No|No|Yes| *For users who are Office Staff or Service Provider, they can only Read the incident reports that they submitted. They won’t be able to see the reports submitted by someone else.  # Notification Settings This notification section is only visible if you are subscribed to the QMS Plan. You can manage who get notified through email whenever an incident report is submitted or updated, as long as the person who did that clicked **Save and Notify**. Go to your **Organisation Profile settings > Quality Management System > Notifications > Who should receive incident notifications?** Apart from the organisation owner, only users who are Manager or Auditor & Compliance can be added to the list.